Inactive

THIS REQUEST FOR INFORMATION (RFI) IS ISSUED SOLELY FOR INFORMATION AND PLANNING PURPOSES ONLY AND DOES NOT CONSTITUTE A SOLICITATION. THE SUBMISSION OF PRICING, CAPABILITIES FOR PLANNING PURPOSES, AN... THIS REQUEST FOR INFORMATION (RFI) IS ISSUED SOLELY FOR INFORMATION AND PLANNING PURPOSES ONLY AND DOES NOT CONSTITUTE A SOLICITATION. THE SUBMISSION OF PRICING, CAPABILITIES FOR PLANNING PURPOSES, AND OTHER MARKET INFORMATION IS HIGHLY ENCOURAGED AND ALLOWED UNDER THIS RFI IN ACCORDANCE WITH (IAW) FAR 15.201(e). DISCLAIMER This RFI is issued solely for information and planning purposes only and does not constitute a solicitation. All information received in response to this RFI that is marked as proprietary will be handled accordingly. IAW FAR 15.201(e), responses to this notice are not offers and cannot be accepted by the Government to form a binding contract. Responders are solely responsible for all expenses associated with responding to this RFI. SOURCES SOUGHT DESCRIPTION This is NOT a solicitation announcement. This is a sources sought synopsis only. The purpose of this synopsis is to gain knowledge of potential qualified sources and their size classification relative to NAICS 811211 (size standard of 7.5 million). Responses to this synopsis will be used by the Government to make appropriate acquisition decisions. After review of the responses to this sources sought synopsis, a solicitation announcement may be published. Responses to this sources sought synopsis are not considered adequate responses for a solicitation announcement. The Department of Veterans Affairs (VA), VISN 17 Network Contracting Office, is seeking sources that can provide for Natus EMG is Services agreement and tech support base plus one year used to track brain waves of patients while sleeping. The EMG is used to diagnosis sleeping disorders for the VA El Paso, TX Healthcare System: The FAR Clause 52.211-6 Brand Name or Equal applies to this RFI. Any items stated as equal not confirming to the requirements will be considered non- responsive. The information identified above is intended to be descriptive, not restrictive and to indicate the quality of the supplies/services will be satisfactory. It is the responsibility of the interested source to demonstrate to the government that the interested parties can provide the supplies/services that fulfill the required specifications. If you are interested, and are capable of providing the sought out supplies/services, please provide the requested information as well as the information indicated below. Response to this notice should include company name, address, point of contact, size of business pursuant to the following questions: (1) Is your business a: Service Disabled Veteran Owned Small Business (SDVOSB), Veteran Owned Small Business (VOSB), Hubzone, Woman Owned Small Business (WOSB), Large Business, etc.? (2) Is your company considered small under the NAICS code identified under this RFI? (3) Are you the manufacturer or a distributor of the items being researched above? (4) If you re a small business and you are an authorized distributor/reseller for the items identified above, do you alter; assemble; modify; the items requested in any way? (5) If you do, state how and what is altered; assembled; modified? (6) Does your company have FSS GSA/NASA SEWP/NAC or any other federal contract? If so, please provide the contract number. (7) If you are an FSS GSA/NASA SEWP/NAC or federal contract holder, are the items you are providing information for available on your schedule/contract? (8) Please submit your capabilities in regards to the salient characteristics being provided and any information pertaining to equal to items to establish capabilities for planning purposes? *** Submissions addressing Section (8) should show clear, compelling and convincing*** evidence that all equal to items" meet all the salient characteristics. Responses to this notice shall be submitted via email to Susan Flores2@va.gov. Telephone responses shall not be accepted. Responses must be received no later than 9AM CST. April 12, 2021. If a solicitation is issued it shall be announced at a later date, and all interested parties must respond to that solicitation announcement separately from the responses to this source sought. Responses to this sources sought notice are not a request to be added to a prospective bidders list or to receive a copy of the solicitation. Please reference 36C25721Q0272. See SOW below: El Paso Veterans Affairs Health Care System (ELPVAHCS) Natus Electromyography (EMG) Service/Maintenance Statement of Work El Paso VAMC is requesting service/maintenance of the Natus Electromyography (EMG) system. The services requested would allow the Neurology department to facilitate patient care more efficiently without the possibility of turning away or referring patients out due to broken/faulty equipment. The service s needed is to include all items listed under the Advance Care support for Base plus 1 Option Years for a total of 2 Years I. EQUIPMENT IDENTIFICATION: NAME/DESCRIPTION OF EQUIPMENT EDX Base unit MANUFACTURER Natus Medical Incorporated. SERIAL NUMBER - C160126027 EQUIPMENT I.D. NUMBER - NA LOCATION A496 LEVEL OF SERVICE Advance care NAME/DESCRIPTION OF EQUIPMENT EDX 5 Channel Amplifier MANUFACTURER Natus Medical Incorporated. SERIAL NUMBER - C151002039 EQUIPMENT I.D. NUMBER - 21705 LOCATION A496 LEVEL OF SERVICE Advance care NAME/DESCRIPTION OF EQUIPMENT 2015 Visual Stimulator with LCD Monitor MANUFACTURER Natus Medical Incorporated. SERIAL NUMBER - IV163533M EQUIPMENT I.D. NUMBER - NA LOCATION A496 LEVEL OF SERVICE Advance care NAME/DESCRIPTION OF EQUIPMENT EDX Desktop Win-10 PC upgrade MANUFACTURER Natus Medical Incorporated. SERIAL NUMBER - CY6GCP2 EQUIPMENT I.D. NUMBER - NA LOCATION A496 LEVEL OF SERVICE Advance care NAME/DESCRIPTION OF EQUIPMENT Viking EDX Desktop MANUFACTURER Natus Medical Incorporated. SERIAL NUMBER - RZ161043M EQUIPMENT I.D. NUMBER - 21698 LOCATION A496 LEVEL OF SERVICE Advance care NAME/DESCRIPTION OF EQUIPMENT NicVue Connect HL7 Gateway Software MANUFACTURER Natus Medical Incorporated. SERIAL NUMBER - UP160236M EQUIPMENT I.D. NUMBER - NA LOCATION A496 LEVEL OF SERVICE Advance care NAME/DESCRIPTION OF EQUIPMENT Nicolet Universal Revue MANUFACTURER Natus Medical Incorporated. SERIAL NUMBER - UB160244M EQUIPMENT I.D. NUMBER - 21700 LOCATION A496 LEVEL OF SERVICE Advance care NAME/DESCRIPTION OF EQUIPMENT 2015 Visual Stimulator MANUFACTURER Natus Medical Incorporated. SERIAL NUMBER - IV092254M EQUIPMENT I.D. NUMBER - NA LOCATION A496 LEVEL OF SERVICE Advance care NAME/DESCRIPTION OF EQUIPMENT EDX 8 Channel Amplifier MANUFACTURER Natus Medical Incorporated. SERIAL NUMBER - C151002039 EQUIPMENT I.D. NUMBER - NA LOCATION A496 LEVEL OF SERVICE Advance care NAME/DESCRIPTION OF EQUIPMENT InVisus EXP Probe PR51 Linear Probe 10-18MHZ 192 Elts MANUFACTURER Natus Medical Incorporated. SERIAL NUMBER - PR51180193 EQUIPMENT I.D. NUMBER - NA LOCATION A496 LEVEL OF SERVICE Advance care NAME/DESCRIPTION OF EQUIPMENT InVisus EXP Probe PR52 Linear Probe 6-18MHZ 256 Elts MANUFACTURER Natus Medical Incorporated. SERIAL NUMBER - PR52180118 EQUIPMENT I.D. NUMBER - NA LOCATION A496 LEVEL OF SERVICE Advance care NAME/DESCRIPTION OF EQUIPMENT InVisus EXP Kit MANUFACTURER Natus Medical Incorporated. SERIAL NUMBER - U-lite0979 EQUIPMENT I.D. NUMBER - NA LOCATION A496 LEVEL OF SERVICE Advance care NAME/DESCRIPTION OF EQUIPMENT InVisus EXP Ultrasound Option MANUFACTURER Natus Medical Incorporated. SERIAL NUMBER - U-Lite0979 EQUIPMENT I.D. NUMBER - NA LOCATION A496 LEVEL OF SERVICE Advance care II. DEFINITIONS/ACRONYMS: Biomedical Engineer - Supervisor or designee. CO - Contracting Officer COR - Contracting Officer's Representative PM - Preventive Maintenance Inspection. Services which are periodic in nature and are required to maintain the equipment in such condition that it may be operated in accordance with its intended design and functional capacity with minimal incidence of malfunction or inoperative conditions. FSE - Field Service Engineer. A person who is authorized by the contractor to perform maintenance (corrective and/or preventive) services on the ELPVAHCS premises. ESR - Vendor Engineering Service Report. A documentation of the services rendered for each incidence of work performance under the terms and conditions of the contract. Acceptance Signature - VA employee who is authorized to sign-off on the ESR which indicates that the Emergency Repair has been accomplished or in a pending status. Authorization Signature COR s signature; indicates acceptance of work status as stated in ESR. OEM Original Equipment Manufacturer VA - Department of Veterans Affairs ELPVAHCS El Paso VA Health Care System III. CONFORMANCE STANDARDS: Contractor shall ensure that the equipment functions in conformance with the latest published edition of the applicable standards, such as: NFPA-99, UL, OSHA, JCAHO, VA, etc. and the Manufacturer's Performance Standards/ specifications as used when the equipment was originally procured and that any upgrades/updates shall meet or exceed the stated standards/specifications. Contractor shall comply with the Privacy Act of 1974 and the agency rules and regulations issued under the Act. Contractor shall comply with Health Insurance Portability and Accountability Act of 1996 (HIPAA) and the agency rules and regulations issued under the Act surrounding access, protection and confidentiality of personal health information and individually identifiable information. The Certification and Accreditation (C&A) requirements do not apply, and a Security Accreditation Package is not required. IV. HOURS OF COVERAGE: Vendor shall provide telephone support 24 hours a day, 7 days a week. Vendor shall provide unscheduled maintenance Mondays - Fridays, 8:00 AM-6:00 PM local site time for Natus EMG System, Mondays - excluding Federal Holidays. Vendor shall provide planned maintenance scheduled at a mutually agreeable time Mondays - Fridays, 8:00 AM-6:00 PM local site time for Natus EMG System, excluding Federal Holidays. COR or designated alternate shall provide reasonable access to the equipment, reasonable working space, and a reasonable safe, hazard-free operating environment for contractor s employees and representatives providing services hereunder during hours of coverage. Federal Holidays observed by the ELPVAHCS are: New Years' Day Labor Day Martin Luther King Day Columbus Day Presidents' Day Veterans' Day Memorial Day Thanksgiving Day Independence Day Christmas Day V. UNSCHEDULED MAINTENANCE (Repair Service): Contractor shall maintain the equipment in accordance with Natus Medical Incorporated and OEM recommended frequencies and hardware specifications as set forth in the service manuals. Vendor shall make reasonable efforts provide on-site support within twenty-four hours, during covered days, upon notification by Customer. The CO or COR has the authority to approve/request a service call from the Contractor. B. Coverage includes on-site support (4-hour On-Site Response), service parts (ordered by noon, same day delivery), hardware updates, software, software updates, labor, travel, remote service, safety checks, planned maintenance, and quality assurance. C. Contractor shall provide telephone support per Section C, IV, Hours of Coverage. D. When the Contractor leaves on-site location where maintenance services are being performed, the site shall be left in a clean, neat, and orderly condition ensuring the hospital/clinic staff and patients are not subjected to any safety hazards, including but not limited to expose wiring, open circuit panels, or tripping hazards. E. The COR shall be informed personally or in writing of the equipment status prior to the Contractor leaving the work site. F. The Contractor is not responsible for the maintenance of equipment listed when damage resulted from act of God or when services from other than the Contractor s personnel have been performed. The Contractor is not responsible for the maintenance of equipment listed when damage results from Government neglect, misuse, abuse, liquid spills, unauthorized attachments, or alterations to factory settings of the unit. VI. SCHEDULED MAINTENANCE: The Contractor shall perform PM/Calibration Services to ensure that equipment listed in the schedule performs in accordance with Section C, III, Conformance Standards. Such maintenance shall be performed at mutually agreed times during PM Coverage Hours. All exceptions to the PM schedule shall be arranged and approved in advance with the COR. The Contractor shall provide and utilize procedures and checklists with worksheet originals indicating work performed and actual values obtained (as applicable). Any charges for parts, services, manuals, tools, software, or travel required to successfully complete scheduled PM/Calibration are included within this contract, unless specifically stated in writing. The contractor shall provide written description of Preventive Maintenance Inspections (PMI). This description shall include an itemized list of the procedures performed. PM services shall include, but need not be limited to, the following: Cleaning of equipment. Calibrating and lubricating the equipment. Performing remedial maintenance of non-emergent nature. 4. Testing and replacing faulty and worn parts and/or parts likely to become faulty, fail or become worn. 5. Inspecting and replacing where indicated, electrical wiring and cables for wear and fraying. 6. Inspecting and replacing, where indicated, all mechanical components. 7. Returning the equipment to the operating condition. 8. Providing documentation of services performed. VII. PARTS: The Contractor has ready access, no more than three (3) business days, to all parts, including unique and/or high mortality replacement parts. Contractor is not responsible for delays beyond the contractor s reasonable control. The contract shall include all parts except, if applicable, those parts specifically listed as being excluded. The contractor shall use new or rebuilt parts which meet or exceed OEM standards for equivalent quality and reliability as a new part. Used parts or those removed from another system shall not be installed without specific approval by the CO or the COR. The contractor shall not modify the system to facilitate replacement parts that are not identical to the part being replaced unless such modification was developed, approved, and released by the OEM. The following items are excluded from coverage: user-replaceable expendable parts/supplies and parts replaced for cosmetic reasons. Pulse Oximetry sensors shall be limited to one direct exchange at no cost per contract year. The Contractor shall also list any additional excluded parts under the service contract. Any hardware, such as a hard drive, which contained patient information, shall be sanitized in accordance with National Security Agency standards by ELPVAHCS staff prior to being removed from the ELPVAHCS. VIII. SERVICE MANUALS/TOOLS/EQUIPMENT: The ELPVAHCS shall not provide tools, (test) equipment, service manuals, or service diagnostic software to the contractor. Contractor shall obtain, have on file, and make available to its FSE all operational and technical documentation (such as operational and service manuals, schematics, and parts list) which are necessary to meet the performance requirements of this contract. Contractor shall provide the COR two (2) copies of all documentation that pertains to any hardware, software, or firmware upgrade or repair. IX. DOCUMENTATION/REPORTS: The documentation shall include detailed descriptions of the maintenance procedures performed, including replaced parts. In addition, each ESR shall, at a minimum, document the following data legibly and in complete detail: A. Name of contractor and contract number. B. Name of FSE who performed services. C. Contractor service ESR number/log number. D. Description of problem reported by COR. E. Identification of equipment serviced. F. Itemized description of service performed, with parts and part numbers. G. Itemized costs of any approved billable parts and services, if applicable. X. REPORTING REQUIREMENTS: The Contractor shall report his arrival in person or by telephone to Biomedical Engineering. When the service is completed, the FSE shall document services rendered on a legible ESR(s). The FSE shall check out with Biomedical Engineering and submit the ESR(s) to the COR. If the COR is unavailable, a copy of the ESR shall be sent to the COR after the work for review. Contact Information: ELPVAHCS Biomedical Contact Person(s): Chief Biomedical Engineering or designee. Location (Building/Room Number): Building 1 Rooms A100-586-3647 XI. ADDITIONAL CHARGES: Additional charges shall be approved by the COR before service is started. There shall be no additional charge for time spent at the site (during, or after the normal hours of coverage) for delivery of parts. XII. REPORTING REQUIRED SERVICES BEYOND THE CONTRACT SCOPE: The Contractor shall immediately, but no later than 24 (twenty-four) consecutive hours after discovery, notify the CO and COR (in writing) of the existence or the development of any defects in, or repairs required, to the scheduled equipment which the Contractor considers he/she is not responsible for under the terms of the contract. The Contractor shall furnish the CO and COR with a written estimate of the cost to make necessary repairs. XII. CONDITION OF EQUIPMENT: The Contractor accepts responsibility for the equipment described in Section I, "as is" condition. Failure to inspect the equipment prior to contract award shall not relieve the Contractor from performance of the requirements of this contract. XIV. COMPETENCY OF PERSONNEL SERVICING EQUIPMENT: A. Contractor shall have an established business with an office and full-time staff. The staff includes a "fully qualified" FSE and a "fully qualified" FSE who shall serve as the backup. B. "Fully Qualified" is based upon training and on experience in the field. For training, the FSE(s) has successfully completed an OEM certified training program for the equipment identified in Part I of this section. C. The FSEs shall be authorized by the Contractor to perform the maintenance services. All work shall be performed by "Fully Qualified" competent FSEs. The CO may authenticate the training requirements, request training certificates, or credentials from the Contractor at any time for any personnel who are servicing any ELPVAHCS equipment. The CO specifically reserves the right to reject any of the Contractor's personnel and refuse them permission to work on the ELPVAHCS equipment. D. If subcontractor(s) are used, they shall be approved by the CO; the Contractor shall submit any proposed change in subcontractor(s) to the CO for approval/disapproval. XV. TEST EQUIPMENT: The Contractor shall provide the ELPVAHCS, upon request, a copy of the current calibration certification of all test equipment which is to be used by the Contractor on ELPVAHCS's equipment when requested by the ELPVAHCS. Test equipment calibration shall be traceable to a national standard. The Contractor shall present any removable media (i.e. USB or DVD/CD device) required for performing the work to Biomed to be scanned with an anti-virus program running current virus definitions. XVI. IDENTIFICATION, PARKING, SMOKING, AND VA REGULATIONS: The Contractor's FSEs shall always wear visible identification while in the building of the ELPVAHCS. It is the responsibility of the Contractor to park in the appropriate designated parking areas. The ELPVAHCS shall not invalidate or make reimbursement for parking violations of the Contractor under any conditions. Smoking is prohibited inside any buildings at the ELPVAHCS. Possession of weapons is prohibited. Enclosed containers, including tool kits, shall be subject to search. Violations of VA regulations may result in citation answerable in the United States (Federal) District Court, not a local district, state, or municipal court. XVII. CONTRACT TIME PERIOD: Contract enactment shall be from January 1, 2019 to December 31, 2019 for the base year on the Natus Medical System outlined. Contract has the option of two (2) one (1) year extension. Contract may be canceled at any time with a thirty (30) day written notice. XVIII. QUALITY ASSURANCE SURVEILANCE PLAN (QASP): COR shall use surveillance methods listed below in the administration of this QASP. DIRECT OBSERVATION. (Can be performed periodically or through 100% surveillance.) COR shall periodically review major aspects of the SOW to include response time, quality of services provided, and equipment uptime. COR shall utilize direct observations both from the COR, as well as those of the using department or section to ensure a full 360-degree review of the level of service provided. PERIODIC INSPECTION. (Evaluates outcomes on a periodic basis. Inspections shall be unscheduled, as required.) COR shall routinely inspect service records supplied by vendor with using service to ensure quality of service and positive customer interaction. COR shall periodically monitor interaction of vendor with using service to ensure services are provided timely, efficiently, and meet the customer s needs. VALIDATED USER/CUSTOMER COMPLAINTS. (Relies on the patient to identify deficiencies. Complaints are then investigated and validated.) COR shall routinely engage customers in discussions regarding services rendered and ensure that all communications from the vendor are professional. COR shall review customer complaints regarding system maintenance, downtime, and general communication with vendor, to ensure vendor is aware of any situations where a high-quality of service may have been compromised.